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Definitions of SAP-related Functions |
Qualifiers of various types (such as Funds/Fund Centers or Cost Objects/Profit Centers) can be picked from any level of the hierarchy. For example, choosing a node at the top of a group of fund centers permits a user to perform the function "can spend or commit funds" on all funds connected to every fund center within the node.
For instance, a piece of the Laboratory for Nuclear Science hierarchy looks like this:
..
+--FC_LNS LABORATORY FOR NUCLEAR SCIENCE
+--FC_LNS01 COMP
| +--FC200310 CAMPBELL /ELIZABETH J LNS P159900
| | +--F7791500 Lns Computer Facility. *
| +--FC202052 DREHER /PATRICK COMP/LNS P159900
| +--F1146500 Lns Computer Facility *
| +--F6904600 Lns Computer Task *
| +--F6904700 Np Computer
.
.
.
+--FC_LNS02 CTP
| +--FC200414 DONNELLY /T WILLIAM LNS P159900
| | +--F1091500 Panic Ii - International Conference *
| | +--F1163700 Nato Travel *
| | +--F1164800 Us Brazil Prog Electron Scatterg Invest *
.
.
.
| +--FC200684 KERMAN /ARTHUR K LNS P159900
Granting a user a spending and committing authorization on node FC_LNS would allow that user to spend and commit funds from any fund under that branch of the tree.
| Function Name | Description |
|---|---|
| Can Use SAP |
The basic SAP function in Roles is "Can Use SAP." Anyone who plans to use the SAP GUI or SAPweb must have this authorization. The qualifier is "null" (no qualifier needed). |
| Can Spend or Commit Funds |
The "can spend or commit funds" function works in conjunction with the
"requisitioner" and "credit card verifier" functions. The qualifier
for a "can spend or commit funds" authorization must be a fund, fund center, or
a node in the fund center hierarchy that relates to a group of fund centers.
(See a glossary of SAP terms in the Web.)
Giving a user a "can spend or commit funds" authorization is the first step in making him or her able to carry out specific tasks in SAP. However, once you have authorized the person to spend funds from a given set of fund centers, you must then define how they can spend or commit funds. SAP has two types of spending or committing, and an individual may be authorized for one or both of them:
Note that a person authorized as a "requisitioner" can requisition on all funds and fund centers specified in his/her "can spend or commit funds" authorizations. Similarly, a "credit card verifier" authorization applies to same set of funds and fund centers. You cannot authorize a person to be a requisitioner and a credit card verifier for two different sets of fund centers. | |
| Requisitioner |
What you can do with requisitioner authorization
This authorization lets a requisitioner create or change a requisition in SAPweb or SAP. The qualifier is "null," but the authorization is related to "can spend or commit funds" authorizations. | |
|
What you can do with credit card verifier authorization This authorization lets a credit card verifier move MIT credit card expenditures billed to MIT to the specific cost object and cost element appropriate for that expenditure before the charge is actually posted. The qualifier is "null," but the authorization is related to "can spend or commit funds" authorizations. To setup a credit card verifier authorization or to become a credit card holder, contact the VIP Card office at x3-8366 or send e-mail to vipcard@mit.edu. (She must input specific user data into her credit card tables.) |
|
JV(FY)
JV(IP) JV(Standard) |
A journal voucher is a transfer of charges within or between cost objects. MIT users of this transaction create journal documents that are posted upon completion unless the business rules require otherwise. If approval is required, the completed journal document is routed to the SAP inbox of the appropriate CAO staff person, who reviews it to ensure that it meets MIT criteria before it is posted. The qualifier is "null" since none needs to be specified - users authorized to create journal vouchers in SAP can create debit or credit transactions on any cost object at MIT. |
| Manual Reservations |
A person with manual reservation authorization can reserve funds on a cost object for anticipated expenditures. The reserved funds are displayed in the "committed" column of the Summary Statement. The qualifier is "null" since none needs to be specified. |
| Function Name | Description |
Approver Mod 2 Lev 1 and 2
Approver Mod 3 Lev 1 and 2 Approver Mod 4 Lev 1 and 2 Bates Approver Lev 1, 2, 3, and 4 Sloan Lev 1 Approver Sloan Lev 2 Approver |
The Approval functions in this group relate to approving a requisition after it has been created. Approval authorizations relate to the various Release Strategies defined in SAP, i.e., the various "models" of steps ("levels") involved in approving a requisition. Approval authorizations apply to both paper and electronic requisitions. The qualifier must be a spending group from the Spending Group hierarchy. |
|---|---|
| Travel Documents Approval | This authorization applies to travel documents approval. It is this authorization that must be checked when paper travel documents or, eventually, electronic trip report documents, require approval. The qualifier must be a fund, fund center, or fund center group. No dollar limit is associated with this authority and it is independent of Requisitioning Approval or Can Spend or Commit Funds. This is not an SAP authorization, but it is a financial authorization closely related to SAP functions. (CAN USE SAP authorization is not required.) |
| Invoice Approval Unlimited | This authorization applies to invoice and RFP (Request for Payment) approval. It is this authorization that must be checked when paper invoices or, eventually, electronic invoices require approval. No dollar limit is associated with this authority and it is independent of Requisitioning Approval or Can Spend or Commit Funds. The qualifier must be a fund, fund center, or fund center group. This is not an SAP authorization, but it is a financial authorization closely related to SAP functions. (CAN USE SAP authorization is not required.) |
| Function Name | Description |
|---|---|
| Report by CO/PC
Report by Fund/FC See Salary Subtotal in Reports |
The reporting functions control the Funds or Cost Objects on which you are allowed to report.
In SAP, the reporting functions are related to the "MIT Financial System" screen (/nzmit) for reporting on a specific cost object. In the Data Warehouse, they also control reporting on Funds or Cost Objects. (CAN USE SAP authorization is required for reporting in SAP but not the warehouse.) You can assign reporting authorizations either of two ways: through the (1) Fund Centers or the (2)Profit Centers.
The default authorization does not include the ability to see salary subtotals in reports. You must specifically request the authorization to see the salary subtotals cost element. |
| Function Name | Description |
|---|---|
| Enter Budgets | This function is not related to the NIMBUS
budget submission process.
Budgets, or more correctly, Departmental Financial Plans, are authorized by plan version. There are nineteen versions, one for each school and VP area. These are separate from the official Institute budget (Version 0). The Summary Statement, Detail Transaction Report, and the Account Manager's Report can all be run with the Institute budget version (0) or with a different version that authorized individuals may enter. |
Created by sbjones on 5/25/1999,
Modified by Jim Repa 7/16/1999
Modified by Susan Jones 11/19/1999
Modified by Susan Jones 2/25/2000
Modified by Susan Jones 8/29/2000